4.06 4.6
SERVICES\General Code and NYSID Image Data Proposal—Scanned Image Processing and Record Scanning—8-6-18
RESOLUTION AUTHORIZING ENGAGEMENT OF 1) GENERAL CODE
FOR DOCUMENT MANAGEMENT SOLUTION SCANNED IMAGE
PROCESSING SERVICES; AND 2) NYSID/IMAGE DATA FOR
RECORD SCANNING SERVICES
RESOLUTION NO.: , 2018
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, by Resolution No.: 160,2016, the Queensbury Town Board authorized, in part,
Image Data's March 15, 2016 proposal, as further clarified by the New York State Industries for the
Disabled, Inc. (NYSID) for Preferred Source Solutions, for Large Format Scanning Services relating
to the Town's maps, and
WHEREAS, NYSID and its member agencies are a proven procurement solution for
government agency customers such that NYSID's Preferred Source procurement satisfies the
obligation to comply with the New York State Finance Law, and NYSID's prices are approved by the
New York State Office of General Services, and
WHEREAS, the Town Clerk has requested Town Board approval to again engage the
services and authorize a joint project quote from General Code and NYSID/Image Data, as set
forth in General Code's June 28, 2018 proposal for Document Management Solution Scanned Image
Processing Service for the amount of$1,881.80 and NYSID/Image Data's July 20, 2018 proposal for
Record Scanning Services, as specifically set forth in Option(s) 2 "Greyscale," for the amount of
$9,486.10, for a total project cost not to exceed$11,367.90, and
WHEREAS, the Town Board wishes to authorize such services of General Code and
NYSID/Image Data,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby authorizes and accepts the joint
project quote from General Code and NYSID/Image Data, as set forth in General Code's June 28,
2018 proposal for Document Management Solution Scanned Image Processing Service for the amount
of $1,881.80 and NYSID/Image Data's July 20, 2018 proposal for Record Scanning Services as
specifically set forth in Option(s) 2 "Greyscale," for the amount of$9,486.10, for a total project cost
not to exceed $11,367.90, provided that such amounts shall be paid upon presentation of
appropriate vouchers to the Town and shall not include any prepayment for services, such
services to be paid for from the Records Management Misc. Contractual Account No.: 00 1-1460-
4400, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Budget
Officer to amend the Town Budget and transfer $11,367.90 from Contingency Account No.: 001-
1990-4400 to Records Management Misc. Contractual Account No.: 001-1460-4400 and take
any other actions necessary to provide for payment of such services, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to sign
the proposals and/or any other necessary Agreements or documentation associated with the
engagement of the services of General Code and NYSID/Image Data in form acceptable to the Town
Supervisor, Town Clerk, Town Counsel and/or Town Budget Officer, and
BE IT FURTHER,
2
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor, Town
Clerk and/or Town Budget Officer to take any and all actions necessary to effectuate all terms of this
Resolution.
Duly adopted this 6Ih day of August, 2018, by the following vote:
AYES
NOES
ABSENT :
3
OWN OF QUEENSBURY, NY
Warren Count
Payroll Documents
June 28, 2018
Valid for 6 months
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Document Management Solution
Scanned Image Processing Service
Director of Sales:Bruce Cadman
518-441-6496
BCadman@generalcode.com
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Town of Queenshury, NY
DOCUMENT CONVERSION / PROJECT DELIVERABLES/ INVESTMENT DETAIL
DOCUMENT CONVERSION PROJECT
Reference is made to the Document Scanning Proposal between Image Data,Inc.("Image Data")and the Town
of Queensbury("Town")("Image Data Proposal")which was submitted by Image Data under separate cover
pursuant to the closed bid requirement.
PROJECT DELIVERABLES
The following deliverables are included in your project pricing. As we do not have the proposal from
our vendor partner, Image Data,this price is based solely on the information/assumptions as set forth
below.
• The document conversion services associated with the project will be performed by Image Data.
• Upon completion of the scanning and indexing portion of the project by Image Data, Image Data will
upload the image files and index data to General Code.
• Once received from Image Data,General Code will process the images and index data into Laserfiche
Viewer format and upload same onto the Town's Laserfiche system.
• General Code is not responsible for the accuracy and quality of the images (e.g., black borders,skewed
images, blurry images,non-legible images,etc.),index data or other errors on the scanning portion
provided to General Code by Image Data.
• One(1)copy of the Laserfiche Viewer formatted documents will be provided on removable media.
DOCUMENT INDEXING/PROCESSING SPECIFICATIONS
MOM�1
Payroll Books(8.5 x 11) 20,700 69
Payroll Books(11x 15) 59,600 149
Index Field(s)/Keying Book Title
Who is Keying/Indexing Image Data
Document Naming Convention Book Title
Document Organization(Folders) Payroll Books/Decade/Year/file
Microfilm needed? No
Comments/Special Instructions
PROJECT MANAGEMENT AND OTHER SERVICES
• Our charge includes project management and assumes that all of the documents contained in this
project will be imaged and provided by Image Data to General Code.
• Project Management will include job setup, creation of file structures and databases(as applicable)and
Laserfiche Viewer containing images and data on removable media.
• Placement of the shipped documents in the Town's repository will be performed as a courtesy service
upon request of the Town.
To schedule the placement of the documents, please contact Crista Deniz at 855-GEN-CODE.
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Town of Queensbury, NY
INVESTMENT DETAIL
Our price is based upon the information set forth above and is valid for six(6) months from the date of
this proposal.
Est.of Est.of Extended
Images Documents Unit Price Price
Document Keying/Indexing on selected documents for population of 258 n/a $ -
template fields,creation of document naming and folder structure.
OCR of Documents: Utilizing OCR processing on all documents to
extract type-written text.OCR will only identify type-written 80,300 - $ 0.006 $ 481.80
characters printed from left-to-right on the page.
Data Processing/Upload services on all records into Laserfiche,
including applying templates and indexing to images,file naming and 80,300 Flat Charge $1,400.00
folder structure creation.
Project Management and other related services including job setup,creation of file structures and database included in
(as applicable)and Laserfiche viewer containing images and data on removable media. per-image
price
Total Indexing,Processing/Upload Pricing: $1,881.80
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Town of Queensbury, NY
AUTHORIZATION &AGREEMENT
The Town of Queensbury, New York hereby agrees to the procedures outlined above,to General
Code's Document Management Solution Terms &Conditions which are available at
http:Hcros.generalcode.com/terms-conditions and are incorporated herein by reference as they apply
to this proposal,and authorizes General Code to proceed with the project.
Data Processing/Upload Services Total. $ 1,881.80
Payment Schedule:
General Code will invoice the Town for Indexing and Processing services upon shipment of each batch of the
scanned documents to the Town.
Performance Schedule:
The project will be completed within 90 days of General Code's receipt from Image Data of all
materials necessary to complete the project.
(Client please fill out) Invoice for this Project to be sent to:
Department: Contact Name:
TOWN OF QUEENSBURY,WARREN COUNTY, NY
By: In the Presence of:
Title: Title:
Date: Date:
GENERAL CODE, CMS, LLC
By: In the Presence of:
Title: Title:
Date: Date:
In order to authorize the project:
1. Sign the Proposal
2. Fax or email the Authorization&Agreement Section only to: SalesPgeneralcode.com•fax(585)328-8189
3. Mail the signed Proposal to General Code at: 781 Elmgrove Road•Rochester,NY 14624
General Code will then sign and mail a copy of this agreement back to the Town for its records.
G!;N'FR..1T..
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"'ONYSID
PARTNERSHIP
CUSTOMER PRICE CONCURRENCE
Date Sent: 7/20/2018
Contracting Agency: Town of Queensbury
Contact Person: Caroline Barber PLEASE UPDATE
Job Title: Town Clerk INFORMATION IF
Street Address: 742 Bay Road NEEDED.
City, State Zip: Queensbury, NY 12804
Phone#: 518-761-8234 Fax#: E-Mail: carolineb@queensLqpLnet
New York State Industries for the Disabled, Inc. will be applying for Preferred Source Status Designation for
the service listed below:
Member Agency: Rehabilitation Support Services
Associate Member Agency Image Data
Service Information & Record Conversion Management
Location: Albany, NY _
$9,486.10(see attached proposal: 11 x 15 greyscale-$0.122 per image and 8.5 X 11
Proposed Price: greyscale-$0.107 per image)
If a Renewal, Current Contract#:
New Term: 7/20/2018— 12/31/2018
This form is not a contract, it is only an acknowledgment of your concurrence to the above proposed
price. If applicable, a cost analysis is enclosed for your review documenting proposed changes in
cost for the new term. I
Please note: All contracts with Prevailing Wage Schedules issued on or after 811/2010 must contain
escalation clauses for wages and supplemental benefits and other related costs dependent upon the
annual NYS Department of Labor Published Prevailing Wage Schedules.
If you are in agreement with the proposed price, please sign this form and return by fax or mail. Upon receipt,
NYSID will apply to the NYS Office of General Services for approval of Preferred Source Status. If you have
any questions, please call NYSID Contract Administration at the number below. Fax or mail to:
Mail: New York State Industries for the Disabled, Inc. E-mail: Fax:455-0345
serickson@nysid.org
ATTN: Sara Erickson Phone: 518-463-9706
Authorized
11 Columbia Circle Drive Signature:
Albany, NY 12203-5156 Printed Name:
Job Title:
Date:
0 Please see attached documents in lieu of signature of this form.
Page 1 of 1
IMIA � �
Record. Scanning Services for
For
The Town of Queensbury, NY
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Submitted Date: July 20, 2018
Submitted By: Laurie Green
Senior Account Executive
Image Data, Inc.
(518) 862-2740
Igreen@imgdata.com
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Statement of Services
Scope of Work
1.0 OBJECTIVE
The objective of this proposal is to provide preparation and scanning of payroll records for Town
of Queensbury, NY. The project will be converted in our Albany, New York production facility
according to the requirements detailed in this Statement of Work.
Image Data, Inc. (IDI) will work closely with the designated representatives from the Town. of
Queensbury throughout the term of this project to provide for a smooth,. timely, confidential and
successful partnership.
2.0 SUMMARY of CONTENTS
The following sections are included in this SOW:
Production Contacts
Pickup and Delivery
Document Preparation
Conversion Services
Directory Framing
Transmission of Images
Image Retrievals
Facility, Production and QC Overview
Pricing Schedules
3.0 PRODUCTION CONTACTS
The conversion will be managed by a team consisting of the following Image Data individuals;
who will be responsible for completion of production activities.
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1. Kara Heniges Operations Manager
(518) 862-2740 ext. 1030
2. Ken Major Director of IT
(518) 862-2740 ext. 1023
3. Laurie Green Account Executive
(518) 862-2740 ext. 1024
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4.0 PROJECT PICKUP AND DELIVERY SCHEDULES
The Town of Queensbury will box all records for pick-up by IDI driver. Contents will be
delivered to IDI's production facility in Albany. Shipment dates, schedules and volume of boxes
to be determined.
Based upon the supplied image volumes, on average, IDI anticipates the production time on a
typical pick-up to be 90 to 120 days from the date of pick-up.
5.0 DOCUMENT PREPARATION
Document preparation will be needed to unfold or burst documents, remove staples,paperclips,
and/or rubber bands from documents prior to scanning and will be completed by IDI. Taping of
any torn paper would need to be completed to make the documents scan ready.
6.0 CONVERSION SERVICES
Documents will be scanned on high speed scanners to multi page greyscale TIFF files.
• All pages come out of binding/clips
• Tabs can be cut and will not be scanned
• Any loose papers between pages will be scanned in the order they're found and become
part of the document
• Documents will not be placed pack into binders/clips after scanning.
• Pages are not larger than 1 1"x 15"
Image Data is not able to improve the quality of a poor original. If poor quality originals are
found, a"Best Image Available"document may be scanned prior to the original imaged
document.
IDI will provide a POC of the images and directory format for approval by the Town of
Queensbury prior to entering into production.
7.0 INDEXING/FILE NAMING
Indexing will be completed by IDI according to the criteria listed below:
Payroll Books: Description on Cover or Spine of Book
8.0 TRANSMISSION OF IMAGES
IDI will return images SFTP to preferred platform.
9.0 SERVICE LEVEL AND RETENTION
Documents will be returned to the Town of Queensbury once scanning is complete.
10.0 IMAGE RETRIEVALS DURING PRODUCTION
While records are at IDI. during production, a process will be determined for easy access to the
images when requested. Requests by Authorized Representatives from the Town of Queensbury
Treasurer's Office can be made via telephone,email or fax and delivered via email, FTP,FedEx
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a or UPS. This proposal includes(if needed)two retrievals per day which will be returned within a
maximum of 72 hours or less from the receipt of the request.
Retrieval: One record pulled from one file =one retrieval. All FedEx, LISPS,UPS, or other
ground service costs incurred are not part of this pricing structure and will be billed accordingly
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10.0 PRODUCTION AND QUALITY CONTROL (QC) OVERVIEW
Lean Sigma Cells
All Image Data centers operate in a Lean Sigma Cell design. This design ensures efficiency by
eliminating delays in any work queue. Work is not stacked or bottlenecked with the possibility
that errors may be contained in an over produced work station. With this workflow design, all
elements are synchronized to maximize a daily throughput rate by balancing and managing
workloads at each station of the cell. The error prone design of separating
prep/imaging/index/document identification within different areas of the room is not utilized by
Image Data. Errors are virtually eliminated by employees working side-by-side to ensure that
process or product deficiencies are reported to the previous station. This flow enables the Lean
Cell to find and correct deficiencies instantly, ensuring that the correction is made at the time of
occurrence. In addition, our Lean Sigma work cells process the information in smaller batches,
resulting in faster net throughput times. Past processing times promote the turnaround times
required and ensures quality assurance checks continue to be completed in conjunction with
deliverable times. Image Data will create a lean cell for each unique task order under this
agreement.
Lean Sigma continuously improves overall production and eliminates errors resulting in
providing the Town of Queensbury higher quality images and data with the highest accuracy
levels and at the same time lowering overall costs to our clients.
Sample Lean Cell Design
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Production and Process Control Activities
The Production phase commences with the transfer of project knowledge from Ramp up to
production personnel through systematic training. A team of cross-functional personnel carries
out the production activities. This team is dedicated to meet the customers" requirement in terms
of quality, timeliness and other deliverables. The cross-functional team contains expertise for
document preparation. conversion instruction, ramp up. software; and production activities.
The initial activity in the production phase is the creation of the project
management/implementation plan that describes the quality objectives, the project deliverables,
project schedules, resource requirements, training schedules, risk assessment. risk mitigation
plans and individual responsibilities towards meeting the project targets and deliverables.
IDl Paper
Conversion
Process
Check-in Validation Transfer
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Boxes/documents —Mani of s�opera o— rl repori�acT Fo —'Documents are moved�t
delivered to Operator uploads customer I _ Customer any variances and stages !. to Scanner-Pulse
IDI Facility manifested data work for Imaga capture process updated
_and logs box/file data into Pulse - -Pulse updated__
Scan Station Doc ID/Data entry/QA
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Operator receives files/documents ' Images passed to Doc ID/
And a batch is created i Data Capture/QA Station
£ Pulse updated _ Pulse updated
Image and Data
Transferred Re-Boxing Return Delivery
' •'• Replace files/docurnents into Box in ((([[[------```---- --
4 Boxes/documents returned
t Data is Transferred w cu tourer which it was received and track to
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The following are examples of quality measures within the project:
Document Preparation - Paper Audit (If warranted)
• IDI will insert a "File Level" barcode sheet as well as "Document Type" barcode labels
on the various document types within the file.
Paper files will be audited to validate the document preparation process is complete and
accurate prior to being sent to the scanning area.
Scanning—Attended Mode QC
• Scan in "Attended Mode"to assure that the best quality image is rendered
• Visually inspects each image as it is captured and interrupt scanning if any issues that
comprise image quality are detected such as double feeds, folded corners, light images, dark
images etc.
• While attended mode scanning is slower that unattended scanning, it provides the first line of
image quality control and avoids re-scanning documents.
• IDI unitizes auto-blank page deletion when dropping the back side/page of a paper document
with no content. This process is over 99%effective/accurate provided the backs are clean of
smudges and darkened areas. With this process,backs with content will not be deleted but
= backs that have content, dark areas, or smudges will remain and be part of the image transfer
stream.
Image Clean-up Processes
• Image processing includes de-skew, de-speckle, black border removal and crop.
• IDI utilizes state of the art production scanners and image processing technologies to
render the best possible electronic document images comparable to the quality of the
original documents.
• Set-up entails scanner adjustments to assure the accurate and complete capture of the
documents.
Post Scan Automated QC
• QC steps are looking for a corrupt image, large image file size, etc.
• In addition other steps are typically introduced which may include:
• Manually review blank backs and delete.
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Post Scan Visual QC
• After the automated QC has completed, a QC operator will perform visual QC of
images and data prior to sending the batch to "Release". This is a random effort after all
errors in the process have been corrected.
Workflow Quality Control
• If discrepancies are found within a batch in any step of the conversion process, then the
entire batch is directed to Quality Control Module and re-processed to correct identified
issues.
Post Release QC
• An automated process is run against the batch to ensure all innages and data have been
written properly and none are corrupt.
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Pricing Elements as Applicable:
Queensbury, NY Book Scanning
Book Type Resolution #Boxes #of Books #of Images Cost per Image/Unit Estimated Cost
11Xis Greyscale 40 149 59,600 $ 0.122 $ 7,271.20
8.5X11 Greyscale 20 69 20,700 $ 0.107 $ 2,214.90
Totals 60 218 80300 $ 9,486.10
Note: Cost includes one pick-up and one return
Note: Pricingis based on the document samples reviewed and outlined in this proposal. Other
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documents not described for these same and other departments may need review for valid pricing
points.
IDI expects documents to be in orderly condition, not damaged by water or other contaminates,
with easily identifiable index fields and light to medium prep of documents. If these conditions
do not exist, boxes may be rejected, or price increase may apply.
Above is the complete list of services priced in this agreement. Other services required and not
outlined in this enclosure should not be implied.
Pricing is based on the quantities listed in this proposal. If the images are more or less than 10%
of the assumed quantities, the per-image price is subject to change based on the number of
images actually submitted.
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